Police Records Clerk jobs in Austin, TX

ESSENTIAL JOB FUNCTIONS

• Acts as a liaison between the Office of Chief of Police and all citizens.
• Serves as a referral resource for citizens.
• Receives and reviews all Open Records Requests for information and makes an initial determination as to which requests require an opinion from the Office of the Attorney General.
• Coordinates the gathering of the requested information and disseminates if necessary to appropriate departments.
• Redacts or reviews redaction of confidential records before releasing documents to the public.
• Performs searches in a variety of databases for records requests.
• Calculates/assesses charges for Open Records in accordance with the Texas Public Information Act.
• If applicable, will administer the Department’s public information web portal and provide support to external customers, and coordinate resolution of requestor complaints to the Attorney General’s Office.
• Provides responses to requests for governmental records within the time period mandated by the Texas Public Information Act and other state statutes.
• Works closely with the Chief of Police, Police Records personnel, and other city staff who perform similar functions. May coordinate with the city’s attorneys.
• Works closely with the Chief of Police and/or other designee to stay informed of possible and pending litigation and legal holds on records that would require an Attorney General Opinion if requested.
• Responsible for cross-training designated staff that will act as backup on all records request processes and systems.
• Maintains and updates the Police Department Public Information Policies and Procedures in accordance with the Texas Public Information Act.
• Serves as the point of contact for all City department liaisons and conducts training on open records processes.
• Prepares varied statistical reports, written reports, and presentations related to Public Information statistics, and other reports as requested by Department supervision.
• Composes, types, and edits correspondence, memoranda, reports, and other documents using various word and data processing software requiring knowledge of rules of grammar and practices of document preparation.
• Communicates in a timely and professional manner with citizens, visitors, city employees, vendors applicants and the general public, representing the best interest of the city, anticipating needs, and resolving customer service inquiries and other issues.

• Notarizes official records and reports.
• Maintains regular attendance; leave scheduled should be managed so as to not interfere with ability to accomplish tasks, including special projects and assignments with deadlines.
• May be required to work evenings, overtime, and hours outside of those regularly scheduled as needed.
• Attends meetings, conferences, and trainings sometimes requiring travel outside of the city and overnight.
• Provides administrative support to division staff including handling routine correspondence, phone calls, mail distribution, daily cash deposits, greeting and assisting walk-in customers, responding to various routine requests and complaints.
• Regular and consistent attendance of the assigned work hours is essential.
• Warrant entry and removal for the police department’s database.
• Performs other related duties as assigned.

EDUCATION, TRAINING AND EXPERIENCE

• High school diploma or GED; supplemented by a minimum of three (3) years progressively responsible administrative experience that demonstrates the ability to function with considerable independence.
• Associate degree is preferred; or an equivalent combination of education, training, and experience.
• Experience specific to processing Texas Public Information or Freedom of Information Act requests is preferred but not required.
• Experience working with police records is preferred but not required.

• Notary Public Certification in the State of Texas or the ability to obtain within three (3) months of employment.
• Possession of a valid Texas Driver License with an acceptable driving record to be maintained throughout employment.
• As part of the requirements to gain access and work in the Police Department building, employees in this position must:
• Must qualify and pass all required security checks.
• Must be able to complete and maintain CJIS Security and Awareness training and certification.

• Must pass a pre-employment drug screen and fingerprint criminal background check.
• Must be able to work holidays, weekends, or after hours for special events, meetings or during emergency situations as required.

• Thorough knowledge of file and record maintenance principles and practices.
• Thorough knowledge of modern office practices and procedures.
• Considerable knowledge of relevant industry-specific software (ie. Microsoft Suite) or applications of such to a variety of functions within a municipal organization.
• Skill in both written and oral communications for effective expression of concepts.
• Skill in keyboard tasks and summarizing and preparing memos and letters.
• Ability to exercise sound judgment and make independent decisions in accordance with established policies and procedures.
• Ability to establish and maintain effective working relationships with all Police Department Administration, Officers, and support staff; and other departments/agencies position interacts with.
• Ability to analyze, organize and review work for efficient results and accuracy.
• Ability to exercise discretion in matters of a sensitive and confidential nature.
• Ability to exercise professionalism, courtesy, and tact in frequent contact with the public.
• Ability to utilize a variety of modern office equipment, i.e., computers, copiers, facsimile machines, calculators, scanners, etc.
• Ability to add, subtract multiply, divide, calculate decimals and percentages.

• Most work is performed in an office setting.
• Some tasks involve frequent walking, standing, sitting, lifting, carrying of moderate weight (12-20 pounds), pushing, pulling, reaching, handling, fine dexterity, kneeling, crouching, crawling, bending, twisting, climbing, balancing, vision, hearing, talking.
• Some tasks may involve operation of a vehicle including the use of foot controls.
• Tasks are regularly performed without exposure to adverse environmental conditions (e.g. dirt, cold, rain, fumes)
• May require at times, exposure to adverse environmental conditions, extreme weather conditions, strong odors and/or smoke from fires, strong and/or toxic chemicals, dust, or pollen.